Applying for an ancestor’s surname becomes faster thanks to an automated decision-making procedure

Automated decision-making means that the official does not take part in the resolution of the matter. Instead, the matter is resolved by using automated data processing. The automated procedure speeds up the resolution of customer cases, and its introduction is part of a suite of measures designed to streamline the Digital and Population Data Services Agency’s processes. In the future, the aim is to also introduce the procedure in other services of the Digital and Population Data Services Agency. 

Automated decision-making can be used when a case does not involve any case-specific consideration and can be decided on the basis of the information available in, for example, the Population Information System, or the case involves case-specific considerations that have already been assessed by an official before the case is resolved. Previously, the procedure has been used in name changes applied for through the name change service in which an adult wants to go back to a previously used surname, and name changes applied for through the name change service in which an adult adopts a commonly used first name.  

A grandmother's surname can be adopted even on the same day

Automated decision-making allows applicants to submit and pay for their applications online and, usually, to receive a decision electronically on the same day. In the past, each application had to be examined and processed by a specialist of the Digital and Population Data Services Agency, which could take several weeks.  

Automated decision-making can be used for applications where an adult applies for a surname previously used by their parent or grandparent, and there is information about the name in the Population Information System. Applications concerning fourth and fifth generation names and applications for which the information is not included in the Population Information System will continue to be processed by a specialist. 

“In the future, our adult customers will be able to apply to change their surname to their grandmother’s maiden name in our electronic name change service and receive a decision on the change of name in Suomi.fi Messages even on the same day,” says Laura Mattila, district registrar and head of the Names unit. 

“The automated decision-making procedure therefore makes the process much faster and easier for many of our customers. Indirectly, automation will streamline the processing of applications that cannot be processed automatically, as our name specialists will focus on applications that require human judgement. In my view, all our name change customers will benefit from these changes,” says Mattila.

Using the name change service is easy

Applicants for a name change can log in to the name change service by authenticating themselves, for example with their personal online banking credentials. The service will guide them through completing the application. The applicant also pays the processing fee in the name change service. The applicant does not need to know whether their application is such that it can be processed by using the automated decision-making procedure. 

“The name change service is designed to automatically forward the application for human processing, unless automated decision-making is possible,” says Mattila.

Usually, automated decision-making can be used for your application if the following conditions are met:

• You are applying for a change of surname.
• You are applying for a new surname that has been used by your parent, grandmother or grandfather, and your information is included in the Population Information System.
• You are only applying for a change of surname for yourself.
• Your surname, first name, street address and municipality of residence that is located in Finland, excluding Åland, are recorded in the Population Information System.
• You submit and pay for the application in the name change service.
• You do not add any attachments to the application for a change of surname in the name change service.
• You are at least 18 years of age.
• You submit your application on or after 23 June 2026.
• You do not have a non-disclosure for personal safety reasons.
• The surname you are applying for is acceptable based on technical checks.
• The Digital and Population Data Services Agency is not currently processing any other name change applications concerning yourself or minors whose guardian you are.

The more detailed prerequisites for using automated decision-making for your application are specified in the introduction decision and the processing rules of the automated decision-making procedure.

If automated decision-making is not used for your application, your application will be automatically transferred to an official for processing. If an automated decision is made regarding your application, you will be informed about it in the decision you receive.